Fax Servers vs. Standard Faxing

If you have an office that relies heavily on fax, rather than scan to email, there are multiple ways to ensure you are able to get and receive the faxes you need. For offices that want a centralized single line, using a standard fax line or a traditional fax line will make the most sense. If there are concerns about security, many of the copiers and printers we sell can auto-route incoming faxes to an email address, removing the issue of loose faxes on a machine in an office.

Pahoda Copiers & Printers helps clients set up and organize their documents. This includes faxing and helping your business find the best copier for your team.

What is a Fax Server?

A fax server is a system set up to allow businesses to send and receive faxes digitally. It acts as a bridge between the traditional fax system and modern digital communication methods. Instead of using paper, faxes are transmitted electronically using this system, making the process more efficient and integrated with other digital tools.

How Does a Fax Server Work?

At its core, a fax server works by digitizing incoming or outgoing faxes. Here’s a basic breakdown:

  • Incoming Faxes: When someone sends a fax to your number, the server receives it, converts it into a digital file (often PDF or TIFF), and then forwards it to the recipient via email or stores it in a designated digital folder.
  • Outgoing Faxes: When you need to send a fax, you create a digital document on your computer. The fax server then converts this document into a format that can be understood by traditional fax machines and sends it via the phone line.

Benefits of Using a Fax Server

  • Cost Efficiency: Eliminating paper, ink, and maintenance associated with traditional fax machines can result in significant savings.
  • Speed & Productivity: Digital transmission is faster. Also, employees don’t need to walk to a fax machine, wait for it, and deal with paper jams.
  • Digital Integration: Fax servers easily integrate with other business systems, such as CRM or email, streamlining processes.
  • Environmentally Friendly: Going digital means reducing paper waste, aligning with green initiatives many companies are adopting.
  • Enhanced Security: Digital faxes can be encrypted, ensuring that sensitive information is secure during transmission. Moreover, there’s less risk of a sensitive fax being left out in the open, as can happen with a traditional machine.

Considerations When Implementing a Fax Server

  • Compatibility: Ensure the fax server solution you choose is compatible with your existing IT infrastructure.
  • Volume Needs: Depending on the size of your organization and the volume of faxes you handle, you’ll need a solution tailored to your needs.
  • Security Measures: Especially for industries like healthcare or finance where sensitive data is often transmitted, it’s essential to ensure the fax server solution meets necessary regulatory standards for data protection.
  • Training: While fax servers simplify the faxing process, there’s still a learning curve involved. Ensure employees are adequately trained to use the new system efficiently.

Get a Copier with Fax from Pahoda

If you need a fax with your copier, Pahoda Copiers & Printers can help! We have copiers that allow faxing and have a team to help set up a line for you so it can even go to your email address. If you need a fax server, with our parent company, Novatech, we can get you a system that will work for your company. We have technology experts who are ready to help and assist you today.


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